Writing Proposals

Writing Proposals

Nayda G. Santiago, PhD, PECapstone Courses Computer and Electrical EngineeringAug 15, 2012

PurposeThe general purpose of any

proposal is to persuade the readers to do something◦persuade a potential customer to

purchase goods and/or services ◦persuade your employer to fund a

project ◦implement a program that you would

like to launch

Who writes proposalsUndergraduate Students

◦ Convince faculty to accept project as appropriate for the course Example: Micro II and Capstone

Graduate Students◦ Persuade a committee to approve research

plan.Faculty

◦ Convince funding agency to fund research work.

Engineers in General◦ Convince sponsor that my company/group

provides the best solution for ______.

Characteristics of a Successful ProposalFor undergraduate courses

◦Solid background Read, read, read

◦Feasible Well planned

◦Relevant Associated to the course

Answers questions WHAT you are proposing HOW you plan to do it WHEN you plan to do it HOW MUCH it is going to cost

Basic elementsBeginning

◦IntroductionMiddle

◦Body of material to be presentedEnd

◦Conclusion/recommendation

IntroductionSummarizes the problem you

intend to solve and your solutionInclude the benefits the

reader/group will receive from the solution and the cost of that solution

The BODY Explain the complete details of

the solution ◦how the job will be done, broken into

separate tasks◦what method will be used to do it,

including the equipment, material, and personnel that would be required

◦when the work will begin◦when the job will be completed◦It should also present a detailed cost

breakdown for the entire job.

CONCLUSION Emphasize the benefits that the

reader will realize from your solution to the problem and should urge the reader to action

It should be encouraging, confident and assertive in tone.

Persuasive writingProposals are informative and

persuasive writing because they attempt to educate the reader and to convince that reader to do something.

CharacteristicsThe goal of the writer is not only to persuade

the reader to do what is being requested, but also to make the reader believe that the solution is practical and appropriate.

Facts must lead logically and inevitably to the conclusion and/or the solution presented.

Evidence should be given in a descending order of importance, beginning with the most important evidence  and ending with the least important.

Format Front Matter

◦ Letter of Transmittal ◦ Title Page ◦ Project Summary (approx. 200 word abstract)

THE PROPOSAL ◦ Introduction

Body Project Proposal: (Includes Statement of the Problem, Proposed Solution(s), Program of Implementation)

◦ Conclusion/Recommendations Back Matter

◦ Bibliography and/or Works Cited◦ Qualifications (of writer(s) and/or project implementers) ◦ Budget

(Itemization of expenses in the implementation and operation of the proposed plan, and detail of materials, facilities, equipment and personnel)

◦ Appendices

Format Front Matter

◦ Letter of Transmittal ◦ Title Page ◦ Project Summary (approx. 200 word abstract)

THE PROPOSAL ◦ Introduction

Body Project Proposal: (Includes Statement of the Problem, Proposed Solution(s), Program of Implementation)

◦ Conclusion/Recommendations Back Matter

◦ Bibliography and/or Works Cited◦ Qualifications (of writer(s) and/or project implementers) ◦ Budget

(Itemization of expenses in the implementation and operation of the proposed plan, and detail of materials, facilities, equipment and personnel)

◦ Appendices

Use well known relevant references,

cite them

Your BIO!!

What interferes with the flow

Analysis of the Situation Requiring a ProposalWhat is the subject of the proposal?  For whom is the proposal intended?How do you intend the proposal to be used?What is the deadline date for submission of

the proposal and for tentative implementation of the proposed solution?

Have you reviewed the literature that would provide supports for your proposal?  (Include a literature review.)

The titleChoose a title that conveys

information about your project.Avoid acronyms that have

negative connotations. ◦ Ex: Qwiki

Make it Brief◦ http://www.amazon.com/Fleeced-Terrorist-Do-Nothing-Washington-Gover

nments/dp/0061547751

Abstract or Summary of the ProposalA condensed version of the longer

work, and it summarizes and highlights the major points of the report.

It included: the subject, scope, purpose, methods, and (in the case of previous work) obtained results of the study, as well as any recommendations and conclusions made.

Types of abstractsDescriptive Abstracts

◦ tell readers what information the document contains.

◦ include the purpose, methods, and scope of the document.

◦ do not provide results, conclusions, or recommendations.

◦ are always very short, usually under 100 words.◦ introduce the subject to readers, who must then

read the report, article, or paper to find out the author's results, conclusions, or recommendations.

Informative Abstracts communicate specific information from the report,

article, or paper. include the purpose, methods, and scope of the

report, article, or paper. provide the report, article, or paper's results,

conclusions, and recommendations. are short -- from a paragraph to a page or two,

depending upon the length of the original work being abstracted. Usually informative abstracts are 10% or less of the length of the original piece.

allow readers to decide whether they want to read the report, article, or paper.

Problem StatementProvide a clear objective

statement of the problem. Describe the factors that have

contributed to the problem.Describe what has and has not

worked in the past.Indicate what needs to be done

(by you) now.

The rationale and significance

Never assume theproposal reviewerknows what you know.

Convince the reviewerthat the problem isIMPORTANT!

Persuasive rationalesDescribe how the project

will…

Resolve an important question

Develop better models Influence public policy Improve a process Improve the way people do

their jobs in a particular field

Improve the way people live

Literature review

Display your awareness of the problem or need as well as the contributions that have been made by others—some of whom may be reviewers of your proposal!

Show you understand the problem!

Use the adequate “Terms” and “Vocabulary” to Describe the Problem.

Provide the most recent data and/or information about the problem.

Describe the gaps and contradictions that currently exist.

Show you know the solution!Describe a solution to improve the situation.Back up your solution with data if possible.Quote or cite well known authorities on the

topic.

Project design

Goals, Objectives and Activities Should Always Relate to One Another

Well written objectivesState Who is

ResponsibleState What is to be

Accomplished.State When the

Objective should be Accomplished

State a Criterion for Success

Objectives are specific, observable, and measurable outcomes. In contrast, goals are general and non-specific.

Examples of objectivesLaunch four new

testing programs in the coming fiscal year.

Within the next six months, reduce the reject rate for registration forms in Program ABC from its present level of six percent to a maximum of three percent.

By the end of the asthma management classes, 75% of patients will be able to describe and demonstrate the correct use of a Peak-Flow Meter.

Key personnelDescribe the people that will help to make decisions in how the project is carried out.

Provide a description of their background, training, and expertise.

Highlight everyone’s accomplishments—this is not the time to be modest!

How are tasks assigned to the right person?

Facilities & resources

Describe where the project will be conducted.

Describe any special equipment or resources you will have access to.

Describe any special capabilities or experiences possessed by your group to carry out the project.

Budget

Ask for the funds that you need to be successful, but do not pad your budget.

Be aware that proposal reviewers know how much things cost!

If you ask for too little money to do the work you propose, you will appear naïve and inexperienced.

Time lines

Sponsored project activities can take longer than anticipated.

Do not propose to do too much in any given project period.

Develop a time line for the reviewer.

Evaluation Describe how you will find out if

your project is working.

Describe how you will know if you have succeeded when the project is over.

Describe how you will adjust your procedures and timelines to deal with real life events.

Tell the proposal reviewers who will conduct the evaluation and review the information collected.

Performance IndicatorsQuantifiable

measurements, agreed to beforehand, that reflect the critical success factors of a project.

They must reflect the project’s goals, they must be key to its success, and they must be quantifiable (measurable).◦ to be of any value,

there must be a way to accurately define and measure it.

Project Management Success◦ Efficiency of

project executionProject Product

Success◦ Project end

product

Validation

How are you going to make sure that everything works as expected?

Connect this deviceTo the patient

He/She will be Fine!!!!!

BudgetWill answer the sponsor what

your project will cost. Resources

◦Material◦Human

Based on time dedicated to the project. Salary

◦Indirect costs Utilities, information, clerical, admin, etc.

BudgetHuman Resources

◦Job description◦Cost per hour◦Benefits

Healthcare, pension, etc.Materials

◦Bill of materials to be purchased◦There are materials readily available.

Indirect costs◦Percentage of modified total cost

Final commentsRead proposal

guidelinesBack up strong

statementsGood proposals

have references that are NOT web pages

Read, read, read◦ If you can

articulate with the correct vocabulary, you know the subject

Writing skills◦ No one will take

you seriously if you have a proposal full of typos, wrong sentences, etc.

The first person you have to convince is yourself.

ReferencesThe presentation

“Elements of Successful Proposals”, by Pam Miller, Director of Sponsored Projects, University of San Francisco has been modified for the preparation of this presentation.

Seely, John, 2005, Oxford Guide To Effective Writing & Speaking, Oxford University Press.

Pinkerton, WJ, 2003, Project management : achieving project bottom-line success, McGraw-Hill, New York.